SPA follows the Record Retention Schedule for Sponsored Programs Administration for external funding in the form of grants and contracts submitted by and/or awarded to Northern Illinois University (NIU).
Unfunded Proposals
Unfunded proposals are retained in the research office for two years after submission.
Funded Projects
The schedule consists of grant administration files that document the receipt of external funding in the form of grants and contracts submitted by and/or awarded to Northern Illinois University (NIU) for research, instruction, and other sponsored activities. Grants and contracts may be awarded according to the provisions of the U.S. Office of Management and Budget (“OMB”) Uniform Administrative Requirements, Costs Principles, and Audit Requirements for Federal Awards (2 CFR § 200.334), and Grant Accountability and Transparency Act (30 ILCS 708) and corresponding administrative rules 44 Ill. Adm. Code 7000.430.
Contents of this record series may include but are not limited to proposals; grant applications, award notices, acceptances, agreements, terms and conditions, and university approvals; budget forms/papers; expenditure reports; copies of equipment and/or real estate invoices or receipts; progress/status reports, final reports, supporting documentation; and any related correspondence. Grant awards close at various times and may or may not be renewed.
Procedure
Retain three (3) years after submission of the final quarterly or annual report of the grant, or final expenditure report, whichever is applicable, then delete/over-write in a secure manner pursuant to the provisions of 44 Ill. Adm. Code 4400.40 provided all audits have been completed, if necessary; no litigation is pending or anticipated; no written notification to extend the retention period by the awarding agency has been received, and upon receipt of an approved State of Illinois Records Disposal Certificate.